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Step 2 of the setup checklist. One record completes it. The intake form is three steps, and only two fields plus a status are actually required — everything else can wait.

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Start from the empty list

Until you have created anyone, Clients opens on a card reading Your client registry is empty. It offers three ways forward:
  • Add your first client — “Register one client manually with the full intake form.” This is the step below.
  • Import clients — bring an existing list in from a CSV rather than typing it. See Manage your client list.
  • Explore with sample clients — a 60-second tour of the screen. Nothing in it is saved to your clinic, and it does not tick the checklist step.
Once you have real records the empty card is gone and the toolbar takes over: Import, Export and Create client, under the heading Clients Management.

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Register someone

The sheet shows its position as Step 1 of 3 • Basic information and so on. Next and Back move between steps; Submit is offered from step 2 onwards if you do not need the medical section.
1

Choose the record type

Client type offers Adult, Minor and Couple. A minor gets a Contact tab for the parent or guardian, with a Relationship picker, a Responsible for billing checkbox, an Access to this client’s records choice (Not recorded · Can access records · No records access) and a Primary guardian option; a couple gets Partner 1 and Partner 2 tabs.A guardian starts on Not recorded, and leaving it there is a real answer rather than a blank — it means nobody has decided whether that person may read the client’s record.
2

Enter the name and basics

Legal first name and Legal last name are required. What name do they go by?, Gender and Date of birth (three boxes — MM, DD, YYYY) are optional but worth filling now, because the preferred name is what appears on your calendar.
3

Set how they pay and where they came from

Billing type is set separately For individual appointments and For group appointments, each Self-pay or Insurance. Referred by records the source.
4

Set the status

Status is required — Active or Prospective. Prospective lets you track their intake progress on the Inquiries page; Active does not. There is also an Add to waitlist checkbox.
5

Add contact details

Step 2 is Contact & notifications. Add one or more Email addresses and Phone numbers, each with a type (Home, Work, Mobile, Fax, Other) and a permission (Email OK / No Email; Text / voicemail OK, Text only, Voicemail only, No calls).
An email address is what grants access to the patient portal and what appointment reminders are sent to. Skipping it here means adding it before either can work.
6

Set their reminder preferences

Under Reminder and notification options there are three switches. All three start switched on, and each one is honoured for this client.
  • Upcoming appointments — one email reminder before each confirmed appointment. Manage sets when it goes: 30 minutes before, 1 hour before, 24 hours before, 2 days before or 1 week before. A client whose timing nobody has changed is reminded 24 hours before. Switch it off and they get no appointment reminders.
  • Incomplete documents — while it is on, a client who has a form or document still to finish gets an email reminder on that form’s or document’s own schedule. Switch it off and they are not reminded about unfinished forms, documents or documents sent for signature — you can still send them things.
  • Cancellations — an email when one of their appointments is cancelled. Switch it off and they are not emailed about cancellations. It does not change booking confirmations or reminders.
A few things worth knowing about reminders:
  • A client gets one reminder per appointment. Changing the timing after it has gone does not send another.
  • If an appointment is booked closer than the chosen time — say, 12 hours ahead for someone reminded a week before — they still get one reminder, a little after their booking confirmation rather than at the same moment. If the visit is only minutes away, the booking confirmation is the reminder.
  • Timings follow your clinic’s time zone, including clock changes.
  • Clients added before these switches did anything are treated as switched on until somebody changes them, on the Edit client sheet.
  • Your clinic-wide settings still apply: Email appointment reminders in your portal settings, and the Email option when you book the appointment.
7

Add medical information, or skip it

Step 3 is Medical information — Blood Type, Genotype, Allergies, Medical History / Past History and Current Medications. All optional. Select Create client (the button reads Creating… while it saves).

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Check it worked

  • A toast reads Client created successfully! and the record appears in the list.
  • The Get Started checklist ticks Add your first client.
  • The name now appears in the pickers on the appointment sheet and the note editors.

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If something goes wrong

You have reached your plan’s record limit. Hovering the disabled button shows the upgrade prompt. See Change your plan.
Use Import clients on the empty state, or Import in the toolbar, rather than typing them in one by one. Details in Manage your client list.
Explore with sample clients is a preview only — “nothing is saved to your clinic”. No sample data is ever written to your records, and the checklist step does not tick from it.
Create the record correctly and remove the wrong one rather than trying to convert it. The type decides which contacts and billing responsibilities the record can hold.
Switch off Upcoming appointments, Incomplete documents and Cancellations on their record — on the Edit client sheet for someone already registered. Those three switches are what decide the reminder and cancellation emails. Setting the email permission to No Email records their wish too, but on its own it does not stop those emails.